Event management
The day, planned to the hour.
- 07:30Load out
Sam · Dana
- 10:00On site, set up
Sam · Dana · Mo
- 12:00Service
Full crew · 6
- 15:30Pack down
Sam · Mo
The event's own day, not a calendar entry. Each band carries who is on it and what has to be ready — and it prints, because the person running service is not holding a laptop.
What goes wrong
Where the time goes
The parts of the job that cost you, before any software is involved.
Today
The plan lives in your head
You know what time the van leaves. Nobody else does until you tell them, individually, on the morning.
With CaterCloud
The day is written down once and everyone works from the same version.
Today
The crew find out on the day
People arrive not knowing where to be or when service starts, so the first hour is you explaining it.
With CaterCloud
Each person gets their own run, so they arrive knowing their part of it.
Today
Nothing tells you what is not ready
Prep, packing and load-out are a mental checklist that is different every time.
With CaterCloud
What has to be ready is attached to the band it is needed in.
Today
The event never reports back
It happened, it went fine, and what it made is a feeling.
With CaterCloud
The day closes with a profit figure for that event rather than for the month.
How it works
How it works
Build the day
Bands for load out, set up, service and pack down — the shape most jobs already have.
Put the crew on it
Each band carries who is needed, and the roster knows whether you have them.
Attach the food and the kit
What must be prepped, packed and loaded sits with the band it is needed for.
Print it and run it
A run sheet on paper, because service is not the moment to be scrolling.
The whole event
One event, end to end
Not a page of tabs — one job, and everything about it: the card, the day, who is on it, what is being served, and what it made. On a laptop and in your pocket at the same time.
- Event the booking itself
- Needs attention only what is actually wrong
- The gig what was agreed
- Menu packages, and what they cost
- Roadmap the day, in order
- Team roles and roster
- Resources packing, vehicles, gear
- Money the P&L
- Balance outstanding$4,340 due 19 September
- One shift unfilledBump out · 17:00
Nothing else is listed, because nothing else is wrong.
- Service11:30 am – 5:00 pm
- StyleGrazing on arrival, shared mains
- Dietary4 gluten free · 2 vegetarian
- ContactAsh Reddy · 0412 998 220
- Grazing & shared mains$62 / head
- Food cost$18.40 / head
- Margin62%
- 05:30Load van at the unitBump in
- 11:30Canapés out, service beginsTrading
- 18:30Load out, site walk-throughBump out
- Robbie NguyenLead · 05:30–19:00
- Jess KaurService · 07:00–17:30
- Mel TranService · 07:00–17:30
- Bump outunfilled · 17:00
- Grazing boards ×6packed
- Chafing dishes ×4packed
- Coffee cartnot packed
- Revenue$6,200
- Food & goods−$1,204
- Crew−$891
- Overheads−$530
- Fees−$112
03 — In their words
Caterers who love CaterCloud
“The moment I realised this was actually working was waking up in the morning and having the leads in my inbox already — without chasing the business. I've gone from one booking a month to three or four.”
Michelle
Owner, Michelle's Catering
50–60% of leads converted
“I run three businesses, so chasing quotes and back-of-house was really hard work. Now people order and pay through the website and get a quote instantly — I don't have to lift a finger.”
Mel
Owner, Junction Cafes
2–3 a day enquiries, was 2–3 a week · admin halved
“This software does it all for us — our invoicing's done, our payment schedules are done, the quoting tool's there. We can be asleep and still get leads. Without it, our truck would be sitting in the backyard not generating revenue.”
Steve & Amanda
Owners, Travelling Carnivores
45–55 quotes sent / month
“We've collected $40k just in deposits. Our calendar is filling up — we're actually in the process of getting a second van. One job alone basically paid for the whole system.”
Jacinto
Owner, Spanish Paella & Sangria
$40k in deposits
“These guys know how to improve your web page and the inquiries coming in. I'm three months into next year already confirmed — that's never happened in 12 years.”
Stephen
Woodfired pizza, Ablaze in the Valley
Who it is not for
Where this is the wrong tool
You need floor plans
There is no table-layout or seating tool. If you are arranging a room, a venue product does that and this does not.
You run one-room in-house events
The model assumes you go somewhere. A fixed function room has a different shape of problem.
You want vendor coordination
Managing other suppliers’ schedules alongside yours is not something CaterCloud does.
Questions
What people ask
- What is catering event management software?
- Software that plans the delivery of an event, not just the sale of it: the timeline, the crew on each band, what has to be ready, and what the job made afterwards.
- Can I print a run sheet?
- Yes. The day prints, because the person running service is not holding a laptop.
- Does each crew member see their own part?
- Yes — a person can be sent their own run rather than the whole event.
- Does it do floor plans?
- No. There is no table-layout tool; that is a venue product’s job.